Speaker Resources

Welcome to the Speaker Resources Center.  Here you will find information on important deadlines, presentation recording and formatting, upload instructions, presider guidelines and other items that you will need to read before attending this event.  Meeting specific information such as poster set-up and tear-down times can be found at the bottom of this page. 

Meeting Format

Optica Biophotonics Congress will be presented as an in-person event with on-demand content. Archived recordings of in-person talks or prerecorded videos from remote presenters will be available on demand either during the event or soon after it concludes.  There will be no live remote presentations.  Individuals were sessioned into On-Demand sessions based on their presentation preference request during submission.  Presenters will not be allowed to switch from an in-person oral session to an On-Demand presentation.

In-person Oral Presenters

Presentation Upload

Please upload your presentation to the presenter laptop in the session room two hours before your session start time. Morning session presenters should upload their presentation file 30 minutes before the session starts (or the day before).

Please make sure to upload your presentation to the presenter laptop located at the podium in your session room. The PowerPoint ratio is 16:9.

Additionally, please make sure to speak into the microphone during presentations. The sessions are being recorded for those that registered for on-demand (later viewing) so it is important that we provide clear audio to the on-demand audience.

For Mac Users: Optica Management requests that all speakers bring a copy of their presentation in either a PowerPoint (PPTX) or PDF format for presenting on the provided systems. Speakers should bring a copy of their presentations on a FAT32 or NTFS formatted USB flash drive with a standard USB-A connection. And as with all speakers, you are welcome to check the presentation in the assigned session room during the breaks or lunches before the event starts.

Instructions for On Demand Presenters

For individuals participating in On Demand Sessions, information regarding uploading your presentations have been provided to you via email.  Further information about recording your presentation appear on the On Demand Presentation Guidelines page and the other speaker resource links on this page, including tips on recording your presentation.  In order to be published, there is a strict deadline of receiving your recorded presentation by 11 April 2025. 

Poster Information

Onsite poster board sizes will be provided soon. Posters should be set up no later than 30 minutes prior to the start of the poster session in which you are scheduled.  Posters must be removed no later than 30 minutes before the exhibit floor closes for the day.  Posters remaining after this time will be discarded.  

Poster Presenters who are not attending the conference in person, but will be providing their materials virtually for display in the E-poster gallery can refer to the Poster Presentation Guidelines page for further details.  Full instructions for uploading your poster PDF and three-minute video will be provided by email as well.

Poster Session Times and Location

Session Title	Session Date	Session Time	Session Location
JM4A – Joint Poster Session I	Monday, 21 April	15:30 - 17:00	Avalon & Constallation Foyer
JW4A – Joint Poster Session II	Monday, 21 April	10:00 - 11:00	Avalon & Constellation Foyer

On-site Setup and Tear-Down Times

Posters should be setup no later than 15:00 (03:00 PM). Posters should be placed on their designated boards to match the number of their final ID. Posters must be removed no later than the end of the day, unless management advises you they should be removed earlier. All posters remaining at 18:45 will be discarded. 

Optica Virtual Background 

We encourage all speakers to use the Optica background when prerecorded videos for On-Demand presentations or virtual poster presentations.

The Zoom platform allows you to customize your virtual background in Settings/Virtual Background.

1. Download the Optica background image or save the image displayed above (PC users: right click on image, then select "Save as"; Mac users: drag and drop image or CNTRL-click, then "Save Image As")
2. Select the "+" button to add the image to your Zoom client
3. Select "Mirror My Video"

Note: Virtual backgrounds work best when you present in front of a bare wall with no bright light behind you.

Speaker Timeline

No later than 4 weeks prior to meeting start date	Poster Presenters will receive an email message requesting their prefered presentation method and containing information on how to upload presentation videos within the conference paper submission system, by clicking on the "Alert" pop-up box that will appear in their account.
11 April	Submit your virtual poster presentaiton documents (required for On-Demand poster presenters and recommended for in-person poster presenters)
21 - 24 April	Prepare to present at the Optica Laser Congress

 

Instructions and Resources

An Introduction to the Zoom Web Conferencing Platform

Never used Zoom? Not a problem. We offer some basic instructions on how to create an account as well as some handy features you'll want to utilize as a presenter or participant.

Pre-recording a Video Presentation

Get step-by-step instructions on how to record your presentation, then upload it to the presentation module.

Conference Papers Policies

An overview of Optica policies regarding the publication of conference papers, corrections and retractions of conference papers and open access.